By Donna McGeorge
Picture your most recent meeting, whether you were in charge or a participant. Can you honestly say it was purposeful or a valuable use of your time? Did you leave feeling motivated and energised, or did it fall into the abyss of unproductive gatherings? Unfortunately, for the majority, meetings often lean towards the wasteful and frustrating end of the spectrum.
Meetings, when executed effectively, can be a catalyst for progress. It fosters clarity, solidifies decisions, and propels businesses forward. However, all too frequently, they fall prey to the seven deadly sins of unproductive meetings. In this article, we’ll delve into these sins. We will learn to steer clear of them and ensure your meetings become an asset rather than a liability to your team and organisation.
SIN 1: Poor Punctuality
Lack of punctuality is a silent but powerful indicator of disrespect. It’s the little irritant that we experience too often. When meetings are scheduled for a specific duration, the latecomer disrupts everyone else’s schedules.
The remedy? Commit to punctuality. Begin meetings at the scheduled time, regardless of latecomers. Encourage a culture where punctuality is the norm, sending a strong signal that time is valued and respected by all.
SIN 2: Overabundance of Meetings
Do you find yourself sacrificing precious personal time? Perhaps, you’re giving up evenings with loved ones or personal downtime to catch up on work. Is it all due to an overloaded meeting schedule? This is a madness that needs to be addressed. Before convening any meeting, ensure that the meeting strategy is clear and concise.
Ask yourself, “Is this meeting to disseminate information, make decisions, or address problems?” If the meeting doesn’t fall into one of these categories, reconsider its necessity. This will ensure that every gathering has a clear purpose and doesn’t eat into your personal time.
SIN 3: Lack of Agenda
One of the most common grievances among meeting attendees is the absence of a clear agenda. Without clarity, participants will be unclear about the meeting’s objectives and their role, resulting in aimless discussions and wasted time.
The solution? Distribute a well-structured agenda at least 24 hours before the meeting. This allows everyone to prepare the necessary reports and documents. With a shared understanding of the meeting’s purpose and goals, you will maximise productivity.
SIN 4: Tech Distractions
Have you observed individuals in meetings, their attention divided between screens and speakers, distracted by personal devices? This disinterest disrupts the meeting’s flow and fosters an atmosphere of disrespect.
To combat this, consider making your meetings “tech-free zones.” Enforce a ban on devices even for notetaking. This encourages full engagement, enhances focus, and ensures everyone is present and attentive.
SIN 5: Meeting Monopolisers
We’ve all encountered individuals that dominate meetings and steer the discussion away from the meeting agenda. This is often at the expense of the group’s goals. At times, we may be guilty of this too!
To prevent this, establish a clear structure for facilitating discussions. Designate a meeting chair with the authority to intervene and redirect conversations. This ensures that everyone has a chance to contribute, and meetings stay on track.
SIN 6: Ineffective Follow-Up
Many meetings conclude with decisions and discussions, but often, there’s a lack of follow-through. Action items remain unresolved, and the momentum fizzles out.
To counter this, assign clear action items and responsibilities during the meeting. Follow up with regular progress checks and hold individuals accountable for their commitments. This ensures that the plans agreed upon during the meeting translates into tangible results.
SIN 7: Mindless Length
Long, drawn-out meetings can be exhausting and counterproductive. When discussions extend beyond their optimal duration, participants lose focus and enthusiasm.
Absolve this sin by setting a predetermined time limit for meetings and stick to it. Encourage concise communication and prioritise discussions that align with the meeting’s goals.
Meetings can be a powerful tool for progress when they avoid these seven deadly sins. By valuing punctuality, streamlining your meeting schedule, sharing clear agendas, banning tech distractions, curbing meeting monopolisers, ensuring effective follow-up, and maintaining mindful meeting lengths, you can transform your meetings into a source of inspiration and productivity for your organisation. Abide by these principles, and watch your meetings become a force for positive change.
Donna McGeorge is a best-selling author and global authority on productivity. Her book series, It’s About time covers meetings, structuring your day, and doing more with less is available in bookstores around Australia or through your favourite online retailer. Learn more about Donna at: www.donnamcgeorge.com
